25E - AGMT - TELEPHONE SYS MAINTENANCE

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 1, 2014 TITLE FIRST AMENDMENT TO AGREEMENT WITH NEC CORPORATION OF AMERICA, INC. FOR TELEPHONE SYSTEM MAINTENANCE CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: UT500TOWWO ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Authorize the City Manager and the Clerk of the Council to execute the attached amendment to the agreement with NEC Corporation of America, Inc. to exercise an option for the first one -year extension to the existing agreement for an amount not to exceed $190,000 per year to provide maintenance services and related equipment for the City's telecommunications systems. 2. Authorize the City Manager and the Clerk of the Council to execute a future second amendment and third amendment, if and when those amendments are submitted, to extend the agreement with NEC Corporation of America, Inc. for a one -year period for an amount not to exceed $190,000 per year to provide maintenance services and related equipment for the City's telecommunications system. DISCUSSION The City's voice communications network consists of 15 telecommunications systems that support every Agency and Department in the City. These systems are located at City Hall, Police Department headquarters, Police sub - stations and Jail, City Yard, Work Center, Parks and Recreation centers, and the Santa Ana Zoo. The systems are linked internally through the main City Hall telephone system and include over 2,000 telephones and approximately 2,220 voice, fax and modem extensions. In order to ensure the proper functioning of this extensive system, the City contracts for maintenance services. Some of these services include: providing an on -site dedicated service technician to perform repairs, moves, additions and changes; 24 -hour system monitoring and 25E -1